Sac State University Policy Manual
University Archives & Special Collections
Policy Administrator:  The President
PM 99-01
Effective Date: 
January 26, 1999
Index Cross-References: 
Records Storage & Management
Policy File Number: PRS-0110



A Statement of Purpose and Responsibility


The purpose of the University Archives is to provide the University with functional information and primary source documentation of the people, policies, and events of its past. The primary mission is to identify, acquire, select, arrange, and describe  materials from California State University, Sacramento. The department serves as an archival repository for permanent records. Archival materials are received by deposit and gift.  Primary patrons are students pursuing classroom assignments. Other major users include officials of the University making use of the official records in their day-to-day work. Still others consult archives for historical, journalistic and scholarly purposes.  Since the archives is the repository not only for the official records of the University,  but also for records generated by unofficial bodies affiliated with the University's students, faculty, and alumni, it also serves the persons involved in the work of these unofficial bodies. The Department of Archives and Special Collections assists campus departments with material and photo selection to produce brochures, displays, and exhibits which are used for outreach and development. 

Major collection categories include:     

  • Administrative records such as minutes, reports, correspondence, and other 
    records of administrative offices, Faculty Senate, and administrative committees. 
  • General publications such as academic catalogs, class schedules, handbooks, 
    announcements, directories, commencement and performance programs, 
    research publications, University conference and symposium proceedings, 
    newsletters, brochures, and ephemeral material. 
  • Student publications such as campus newspapers, yearbooks, record of student 
    administration and organizations. 
  • Support group records such as publications and records from Alumni Association 
    and University foundations. 
  • Masters theses. 
  • Pictorial and visual materials such as photographs, slides, motion pictures, video 
    cassettes, maps, microforms, art works, architectural plans and drawings. 
  • Audio materials such as speeches, events, oral histories. 
  • Memorabilia such as pennants, pins, etc. 
  • Monographs and periodicals that reflect the activity of the campus community such 
    as faculty publications. 


A major goal of Special Collections is to acquire information about the University's regional and public life activities.  Special Collections organizes, catalogs, and  preserves special materials documenting the social, cultural, economic, and political history of the Sacramento region. These materials include many formats such as manuscripts, papers, photographs, books, audio tapes, etc. Artifacts are generally not collected. Each special collection must display direct applications to the campus  curriculum and/or benefit academic departments with respect to their research and
teaching efforts. 

The Head of Archives and Special Collections will consult with the Library faculty member responsible for building the Library's collections in the subject area of each potential gift. All gifts will be acknowledged through regular processes. Large gifts which could have major implications for space, processing, and staffing, or which present potential difficulties of a political nature require the approval of the Dean of the Library, the Provost, and the President of the University. The Head of Archives and Special Collections is responsible for alerting the Dean of the Library of such gifts; the Dean of the Library is responsible for referring such matters to the Provost and the 

Although individual special collections may have specific collection boundaries and parameters, these collections must fit within the guidelines of the Sacramento State Collection Development Policy. 

Special Collections should not duplicate other collections within the Sacramento region. Sacramento State Department of Archives and Special Collections will recommend other logical locations for collections which do not fit well within the Department's areas of strength and emphasis. 

The University Archives and Special Collections reserves the right to de-accession materials at a later date if upon reappraisal they are no longer considered to be of enduring value or in support of the University's mission and/or curriculum. The department also reserves the right to dispose of materials once they have been transferred to another archaically sound medium. 


The holdings of the University Archives and Special Collections do not circulate. Typically they are used in the Archives and Special Collections Reading Room. 

The collections also support selective outreach programs of the University Archives and Special Collections. These may include public lectures, tours, exhibits, workshops, conferences, and classroom presentations, as well as newsletters and other publications. 

The University Archives and Special Collections provides photocopying of documents and photograph reproduction serves for a fee, except where copyright, fragility of materials, or other limitations exist. 

The University Archives and Special Collections provides opportunities for students to engage in experimental learning through internships and volunteerism. 

The University Archives and Special Collections selectively creates or helps to create educational exhibits for campus departments and agencies on a charge back basis.



Approved by Alexander Gonzalez, President

October 6, 2008